With Ludus, you have the power to drill deep into your data and learn valuable information about your patrons and ticket sales. In this article, we'll cover the basics of your Reports tab where you can view revenue, order, and ticket data.
Some of the things you can do with Reports:
- View a daily, weekly, and monthly report of your revenue including ticket sales, add-ons, passes, donations, etc.
- View how many tickets you're selling online through self-serve versus in-person at your box office
- Group by ticket type (such as "Adult" and "Student") to view how many you're selling of each type
- Group by zipcode to see where most of your patrons live
- Group by multiple categories, such as ticket type and zipcode to see which ticket types are selling the most in a specific neighborhood/city
- Export your data such as email addresses to Excel or CSV to create an email list you can transfer over to a service like MailChimp
- View a breakdown of your direct deposit proceeds
Your Reports are broken into three different tabs: Revenue, Orders, and Tickets. Revenue allows you to break down your sales into a day-by-day and week-by-week report. Orders allows you to see all orders and lets you manipulate the order data as you please. Tickets allows you to see a list of each individual ticket sold, perfect for sorting by ticket types, prices, seat label, etc.
There are two ways to generate Reports:
- To generate reports for a specific timeframe (e.g. your 2015 - 2016 season), click the Reports tab in the top navigation and then choose which report you'd like to look at. Once loaded, you'll be able to choose the beginning and end date for your report.
- To generate reports for a specific show or showtime, you would click Shows in the top navigation, locate the show you'd like to generate a report for, click the Options button next to your show, and then select View Report in the dropdown. You can also generate a report for a specific showtime by clicking the Options dropdown next to a showtime.
This report is fairly straightforward: you either can generate it based on a timeframe or for a specific show/showtime to view your sales data.
Your revenue report allows you to sort by Credit, Cash, and Comp sales as well. To do so, just check off one of the checkboxes at the top of your report.
The grand total is the total of all tickets sold and prices added together. Please note, a complimentary ticket is marked as $0.
Here is where the real magic happens! This report allows you to really dig into your data and ticket sales. Since it's so powerful, we recommend you play around with this tool for a bit and get to know the overall functionality so you feel comfortable with it.
Please note: we divide orders up via showtime. For example, if a patron purchases 5 tickets to Phantom of the Opera and then 3 tickets to the Spring Concert, this would appear as two separate orders in the list even though they share the same reference I.D. We do this so you can easily read and sort your data.
Here are the basics:
- This report is broken into Columns (the defaults are: Type, Name, Show, Date, Quantity, and Price). You're able to rearrange columns, sort columns, group columns, and hide columns.
- Sorting: you're able to sort a column in ascending or descending order. For example, if you want to view an alphabetical list of patrons, you can do so by clicking the funnel icon next to the column name.
- Grouping: Example: If you want to separate the orders by type (Credit, Cash, and Comp), you can do so by dragging the Type column to the grouping bar (or by clicking the funnel icon and then choosing "Group by this column"). You'll then be able to see total sold for each type. You can group by multiple columns as well. For example, you can group by Type and then group by Channel to see how many credit, cash, and comp sales are made at your box office.
- Exporting: each report can be manipulated and then exported by clicking one of the export buttons. For example, clicking the "Export to Excel" button would generate an Excel spreadsheet. Only visible columns will be exported.
This report is very similar to the Orders report, except is broken down into each ticket sold. The benefit of this would being able to group by Ticket Type to see how much you're selling of each type/price.
Refer back to the Orders section above to understand how this report works!
Other Types of Reports:
- Add-Ons: broken down by order, includes patron name, add-on item, show, order date, & price. View open orders, fulfilled orders, and a summary of Add-On orders.
- Shows: broken down by show, includes show name, # of tickets sold, gross amount collected, amount refunded, fees collected, and total revenue.
- Patrons: broken down by individual patron, includes patron name, # of purchases, contact info, etc.
- Passes (if turned on): broken down by patron, pass name, pass code
- Forms: broken down by form, allowing you to view individual submissions
- Donations: broken down by individual donation, includes payment type, donation amount, patron name, etc.
- Proceeds: (depends on how you receive your proceeds), broken down by individual proceeds check, or connects to Stripe information (showing details from each payout)
Our Orders and Tickets reports show your data via columns (similar to how Excel works). Here's a description of each column:
- Ticket I.D.: I.D. of a specific ticket
- Order I.D.: I.D. of an order (great for referencing later)
- Order Type: Credit, Cash, or Comp
- Check-Ins / Check-In Type: whether or not a ticket has been checked in, and when
- Ticket Type: the ticket type that was purchased. For example, "Adult" and "Student" are ticket types. These are set by you under the Pricing step when setting up your show.
- Channel: Self Service (meaning a patron logged on and purchased their own tickets) or Box Office (in-person ticket sales processed by an admin)
- Name: full name of the patron
- Email: email address of the patron
- Phone Number: phone number of the patron
- State: state the patron lives in (if provided)
- Zip Code: zip code for where the patron lives (if provided)
- Discount Code: type of discount used (if applicable)
- Retrieval: patron's designated retrieval option
- Private Notes: notes made on the admin side. For example, "Needs to be escorted to seat"
- Alumni Year: alumni year, if provided
- Admin Name: name of the admin account that processed the tickets
- Show: name of the show order/ticket is for
- Showtime: showtime order/ticket is for
- Purchase Date / Time: month/day/year purchase was made, and exact time
- Quantity: number of tickets purchased in order
- Price: total price of tickets added together in an order
- Seat: name of the seat ticket is for. Example: A101 if reserved seating or GA if General Admission
- Table: name of the table ticket is for if table seating